3.5. Editing Directory Members
You can edit the details of any of the Companies and Contacts on your directory. First you need to locate the company or contact you want to edit in the Company or Contact Search. Click on the Company Name to open the Company Record, or the Contact Name to open the Contact Record. The Company Record has three tabs, Overview, Company Details and Contacts.
Tip: Depending on their user permissions, not all users will be able to edit Directory Members. If you have regional system you may have given some users permission to edit members in one region but not another. Users that do not have permission to edit a Directory Member will be able to see but not edit the company and contact details.
- 3.5.1. Company Record: Overview
- 3.5.2. Company Record: Company Details
- 3.5.3. Company Record: Contacts
- 3.5.4. Contact Record
- 3.5.5. Delete Directory Member
3.5.1. Company Record: Overview
The Overview tab provides a quick view of the Company details, plus any Contacts at this Company. The Overview is divided into three sections, 'Contact Details', 'Custom Fields' and 'Company Contacts'.
Contact Details
This section shows the basic Company Contact Details. Next to the address details is a link to view a map showing the location of the Company.
Custom Fields
This section shows any Custom Fields you have set up on your directory. By default all the Custom Fields are shown on the Overview, but you can reduce this to just the Custom Fields that are shown on the public facing search by ticking 'just show me the custom fields on the website'. You can set whether or not a custom field appears on the website by setting the 'Display on Website' flag of the custom field edit page.
Company Contacts
This section lists any Contacts at this Company. By default just the Main Contact will be shown on the Overview, but you can view all the Contacts at this Company by unticking 'just show me the main contact'. Click on a Contact Name to open the Contact Record. If you want to add a new Contact, you can do this from the Contacts tab.
3.5.2. Company Record: Company Details
The Company Record is divided into five sections, each section is described below.
Once you have made your changes click save and go back to save them and return to the list of contacts. If you want to leave the page without saving your changes click cancel.
Tip: You can hide sections of the record you are not using by clicking the minus button next to the header. Expand the section again by clicking the plus.
Fields marked with an asterisk are mandatory and must be completed before you can save the page. This means that you will not be able to add any new information to the record if you have mandatory information outstanding.
Standard Fields
This section includes the company address and contact details and a description.
If you have a regional system you can select which region this company belongs to in this section.
The username and password are required for the Directory Member to login. The username must have at least six characters. If you change the username and password an email will be sent to the company notifying them of their new login details. You can edit the content of this email in the Automatic Mails section.
One Contact from each Company must be selected as the Main Contact. The Main Contact will be the primary contact used in mailings etc.
You can give a Directory Member a more prominent listing in the public search by ticking Highlight Listing. This will move them to the top of the search results in your website, and highlight the result in a different colour.
Custom Text Fields
This section will contain any Custom Text Fields for Companies that have been set up on your directory. You can add new custom text fields, or edit existing fields on the custom text field edit page.
There are a number of different types of field that allow different kinds of value to be entered. For example a date field will only accept a date, and has a calendar button next to it to help you easily select a date from a small pop-up calendar. If you enter an incorrect value for the type of field (or if you don't enter a value in a field that is mandatory) you will not be able to save the page. An error message will be shown next to the field. The wording of the error message can be set on the custom text field edit page.
Custom Option Fields
This section will contain any Custom Option Fields for Companies that have been set up on your directory. You can add new custom option fields, or edit existing fields on the custom option field edit page.
If the type of field is select one (only one option can be recorded against the company record, e.g. number of employees band) then the option will appear as a drop down list from which one item can be selected.
If you have any linked fields in your directory, these will appear as a group of drop down lists. If you select an item in the first drop down list it will filter the items in the next drop down list and so on.
If the type of field is select multiple (more than one option can be recorded against the company record, e.g. sector experience) then the option will appear in the search as a drop down list (or a number of drop down lists if the field is a linked field), and a selected items box. Items can be selected from the drop down list and added to the selected items box by using the add (+) button. Only items in the selected items box will be added to the record, so don't forget to click the add (+) button once you have selected an item.
If you want to remove an item you have added to the search, click on it to highlight it and click the remove (-) button
Preferences
In this section you can record the Directory Members preferences about where their details can be seen and how they can be contacted.
- Display on website and PDF directory?: This option allows a company to be on your directory, but without being visible to the general public through the public search. The company will also be excluded from the PDF Print Formatted Directory that can be created from the results of a search.
- Show link to Streetmap on website?: When a directory member is viewed in the public facing search, a link is available to open a map showing the location of the company (based on their postcode). Directory members can choose not to have this link visible on the website.
- Email my company about products and events that might be of interest?: This option is used in the Send Mails feature. When creating a mailing the user can indicate whether the mailing is for administrative purposes only. If it is not, members that have said no to this option will not be emailed. (They may have a letter created for them instead if the user has opted to create letters or emails and letters).
- Write to my company about products and events that might be of interest?: This option is also used in the Send Mails feature. Members that have said no to this option will not have letters created for them, unless the mailing is for administrative purposes only.
- Show company email address on website and PDF directory?: This option allows the company to hide their email address from the public facing search results. It will also not be shown in the PDF Print Formatted Directory that can be created from the results of a search.
Add a Logo
Each Directory Member can have one image (e.g. the company logo) on their record. This image is shown in the public facing search results.
To upload a new image, or replace the current image, click the browse button and locate the file you want to upload on your computer. When you save the record the new image will be uploaded and saved to the record. The current image (if there is one) will be removed.
If you want to remove an existing image without uploading a new one tick do not use image (deletes saved image). When you save the record the image will be deleted.
Tip: If you have just browsed to an image file and you try to save the record but are unsuccessful (for example if you have entered some invalid data) then the location of the image on your computer will be lost, and you will have to browse to find the file again.
3.5.3. Company Record: Contacts
The Contacts tab lists all the Contacts for this Company. Contacts can choose whether or not they are visible in the public facing search. If they are visible they will have a tick in the 'On Website' column. If you want to edit or delete a contact, click on their name to open the Contact Record.
To add a new Contact for this Company click the add contact button. This will open new Contact Record where you can fill in the Contact's details.
3.5.4. Contact Record
You can open the Contact Record from the results of a Contact Search, or from the Contacts tab of the Company record.
The Contact Record is divided into four sections. Each section is described below.
Once you have made your changes click save and go back to save them and return to the list of contacts. If you want to leave the page without saving your changes click cancel.
Fields marked with an asterisk are mandatory and must be completed before you can save the page. This means that you will not be able to add any new information to the record if you have mandatory information outstanding.
Tip: If you want to quickly set up a record entering only the mandatory fields, untick display non-mandatory fields. This will reduce the number of fields displayed to just those you need to enter to save. Tick the checkbox again to view the full record.
Standard Fields
This section includes the contact name and email address.
Custom Text Fields
This section will contain any Custom Text Fields for Contacts that have been set up on your directory. You can add new custom text fields, or edit existing fields on the custom text field edit page.
There are a number of different types of field that allow different kinds of value to be entered. For example a date field will only accept a date, and has a calendar button next to it to help you easily select a date from a small pop-up calendar. If you enter an incorrect value for the type of field (or if you don't enter a value in a field that is mandatory) you will not be able to save the page. An error message will be shown next to the field. The wording of the error message can be set on the custom text field edit page.
Custom Option Fields
This section will contain any Custom Option Fields for Contacts that have been set up on your directory. You can add new custom option fields, or edit existing fields on the custom option field edit page.
The Custom Option Fields for Contacts work in the same way as those described on the Company Record.
Preferences
In this section you can record the Contacts preferences about where their details can be seen and how they can be contacted.
- Display my name on website and PDF directory?: This option allows he contact to be on your directory, but without being visible to the general public through the public search. The contact will also be excluded from the PDF Print Formatted Directory that can be created from the results of a search.
- Email me about products and events that might be of interest?: This option is used in the Send Mails feature. When creating a mailing the user can indicate whether the mailing is for administrative purposes only. If it is not, contacts that have said no to this option will not be emailed. (They may have a letter created for them instead if the user has opted to create letters or emails and letters).
- Write to me about products and events that might be of interest?: This option is also used in the Send Mails feature. Contacts that have said no to this option will not have letters created for them, unless the mailing is for administrative purposes only.
- Show my email address on website and PDF directory?: This option allows the contact to hide their email address from the public facing search results. It will also not be shown in the PDF Print Formatted Directory that can be created from the results of a search.
3.5.5. Delete Directory Member
You can delete a Company from the Overview, Company Details or Contacts tabs of the Company Record. Click delete company to remove the Company from the directory. This will also remove any Contacts associated with that Company.
If you just want to delete a single Contact, you can do this on the Contact Record. Click delete contact to delete a contact. Every Company must have a Main Contact. If you want to delete a contact that is set as the Main Contact you should make another contact the Main Contact first.